This unit applies to individuals working in any industry context who coordinate the planning of any type of touring event. It is particularly relevant to the cultural, hospitality, sport and tourism sectors, and to event managers who work across all industry sectors.

A touring event is defined as one where the same event is staged at multiple locations. Locations may be regional, intrastate, interstate or overseas.

Events are defined very broadly and may include exhibitions, promotional events, seminars or conferences, cultural productions, concerts or sporting events.

Highly developed planning and organisational skills are required in this unit. Individuals operating with a significant level of autonomy, often with management responsibility, undertake this role.

Nil

ELEMENT

PERFORMANCE CRITERIA

1

Identify and assess touring requirements

1.1

Identify and source relevant information to inform tour planning, including information on touring venues/locations

1.2

Evaluate information to determine specific touring needs

1.3

Assess relevant scheduling, budget and workflow issues

1.4

Liaise with relevant colleagues and stakeholders as required to discuss and agree on specific touring needs

2

Plan and organise touring arrangements

2.1

Make plans for touring in accordance with agreed approach and resource allocations

2.2

Integrate legal and occupational health and safety requirements into the planning process

2.3

Create clear and appropriate action plans including allocation of resources and responsibilities

2.4

Monitor touring arrangements in accordance with timelines, budget and quality requirements

2.5

Create accurate documentation on touring requirements to allow for easy interpretation by others

3

Liaise with others on touring requirements

3.1

Prepare and distribute documentation relating to tour requirements to appropriate stakeholders, including touring venue personnel as required

3.2

Make and confirm agreements on touring arrangements in the appropriate format within scope of individual responsibility

3.3

Provide accurate and current advice on touring arrangements to relevant stakeholders

4

Evaluate touring arrangements

4.1

Identify and agree appropriate evaluation mechanism for touring arrangements

4.2

Evaluate effectiveness of touring arrangements in accordance with agreed mechanisms

4.3

Incorporate results of evaluation into future planning and work practice

Required skills

communication skills to liaise and consult with others on potentially complex logistical issues

literacy skills to interpret and create a wide range of organisational documentation

planning and organisational skills to coordinate multiple and potentially complex interrelated elements of event staging

problem-solving skills to develop practical solutions to a wide range of planning and operational challenges.

Required knowledge

touring process, key roles and responsibilities, and special issues that apply to touring an event in the relevant work context

technical/specialist knowledge that underpins the event in the relevant work context, eg collection management or exhibition development for travelling exhibitions,

type of event variations/adjustments that may need to be made for touring

legislative requirements that impact on touring arrangements in the relevant work context, including occupational health and safety requirements

features, formats and purposes of the range of documentation required for a touring event in the relevant work context.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

effective planning of touring arrangements for an event

knowledge of the particular issues, requirements and documentation that impact on a touring event in a particular work context.

Context of and specific resources for assessment

Assessment must ensure:

access to an event for which planning can be undertaken.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

evaluation of a report prepared by the candidate on the planning process for a touring event, including challenges faced and how these were overcome

evaluation of touring arrangements, documentation and agreements prepared or made by the candidate

oral or written questioning to assess knowledge of particular regulations or procedures that apply to event touring in a specific work context.

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

event management units

exhibition development and management units.

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Relevant information to inform tour planning may include:

existing tour schedule

touring objectives

available budget

venue/site layout and dimensions

technical specifications, eg power capacity

access information (hours, truck access, parking, traffic)

amenities and facilities

transport options/limitations

special needs of materials e.g. special transport or packing requirements

Specific touring needs will vary according to the area of work and may include:

transport (air, sea, land)

travel and accommodation (for travelling personnel, cast etc)

additional equipment

personnel requirements

adaptation of physical items (displays,

adaptation of information materials (interpretive materials, audience handouts, electronic presentations)

special packing or transportation (for cultural material, support materials etc.)

insurance requirements

promotional activities

publicity arrangements (interviews, publicity with local media)

special financial arrangements (petty cash, banking arrangements)

liaison with host organisations/venues

need for specialist advice or assistance

Relevant colleagues and stakeholders may include:

host organisations

host venues

colleagues

funding agencies

artists

lenders

performers

speakers/contributors/other talent

exhibitors

promotional partners

caterers

technical experts

local communities

local authorities (councils, emergency services etc.)

sponsors

Legal and occupational health and safety requirements and regulations which impact on touring may include:

safety issues in relation to the transportation of materials and equipment

differing requirements between states/territories in Australia

industrial awards governing travel for exhibition personnel

regulations affecting overseas touring e.g. customs, quarantine

Documentation on touring requirements may include:

touring schedule/itinerary

evaluation tools and budget details

support materials

supplier agreements

loan agreements

insurance details

contact lists

sponsorship agreements

technical information

production schedules

bump in schedules

venue information/plans/event orders

transport details

accommodation lists

maps and information on touring cities and towns

for overseas tours:

carnets for air and sea freight

translations of information

customs and quarantine documentation

luggage labels

travel permits or visas for personnel

Effectiveness of touring arrangements may relate to:

content

format

venues

travel arrangements

host agencies

scheduling

Management and Leadership - Event Management

The required outcomes described in this unit of competency contain applicable facets of Employability Skills. The Employability Skills Summary for the qualification in which this unit of competency is packaged, will assist in identifying Employability Skills requirements.